This article aims to explain how to create templates to build the structure of records within Observe. Before building your template, you would need to have created your Outcome Sets and Focus Areas.

What is a 'Template'?

A template contains a combination of fields and focus areas to build the structure for any records that will be created. You can create as many templates as you need, however you would need to create separate templates for each of the template types you have activated. Once a template has been created and activated, staff will be able to use this to create records and you will no longer be able to edit the template.

Creating a template

Once you have built the elements of your template (such as outcome sets and focus areas), you can build your templates by clicking Admin > Templates > Template > 'Create Template'.

Select the relevant Template Type (e.g. Observation). The template type you choose determines how the template is grouped and analysed in records and reports.

Then, enter a clear template name. 

Next, select from your displayed categories. Categories play a part in defining which staff members can created or access particular records, so we recommend ensuring this is selected accurately. Then, click Create.

Building a Template

Once you have clicked create, you will be taken to 'Edit Structure' where you can build your template to include the relevant focus areas and fields. Below we have outlined how to build the structure for your template, and as you work through, you can click the Preview tab to view how your template would look to users.

Sections

Templates can be divided into sections, breaking up the template to ensure this is more user friendly for your staff. For example, you could create sections such as ‘General Information’, ‘Areas of Focus’, ‘Review’, etc. One section will be displayed by default, and you can name this in the Section Title box. To add additional sections either above or below the current section, click ‘Insert New Section’.

Rows

Once you have created a section, you can populate this with focus areas or fields previously created. These must be added within rows, which can be created by clicking the appropriate row type next to ‘Insert New Row’.

Focus Areas can only be added to the largest row type, as they’re required to span the width of the template.

Then, to add a focus area/field click the green + icon in your new row. For example, you could create a 3-column row for your ‘Date’, ‘Period’ and ‘Pupils Present’ fields or a 1 column row for your focus areas, such as ‘Books Marked?’.

This will display a pop-out window with two tabs displaying each focus area and field that is able to fit within the specified size. The width of a template is 3, which means a size 1 field would take up a third of the width of the template. To preview a focus area or field click the eye icon underneath Actions, and to add an item to the template, click the green + icon.

You will then see this has been added to your template. You can then repeat this process to add more sections, rows, focus areas and fields, to form the structure of your template. AutoSave is enabled by default and highly recommended, as this means your changes will be automatically saved at regular intervals. 

If you need to remove anything from your template, you can:

• Remove a focus area or field from the template by clicking the red X icon.
• Remove an entire row by clicking the grey X icon.
• Remove an entire section by clicking 'Delete Section'.

When you’re happy with your template, we would recommend clicking ‘Save’.

Activating a template

Once you have finished building your template we recommend clicking the 'Preview' tab and checking over the format of your template and how this will look to users before activating. Please note, any data entered during preview mode will not be saved.

We highly recommend thoroughly checking through, as once a template is active and has been used to create a record, it cannot be amended.

If you need to make further changes to your template, click 'Edit Structure'. Then, once you're happy with the structure of your template, click the Details tab and then the green play icon underneath Actions.

Thanks for reading!

Updated 01 May 2025 10:22